Email Integration

Send voice note transcripts and summaries to any email address — including your own.

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How it works

1. You add a recipient email address in the workflow wizard
2. The recipient receives a confirmation email and must click the link to opt in
3. Once confirmed, every voice note you record with that workflow is emailed to them

This confirmation step ensures no one receives unwanted emails.

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Adding a recipient

Your own email

When you create an email workflow, your own email address is automatically available and already confirmed. It appears first in the list with a "me" badge.

No confirmation is needed for your own email — it's verified through your account sign-in.

Someone else's email

To send voice notes to another person:

1. In the workflow wizard (Step 3), type their email address in the input field
2. Click "Send confirmation"
3. They'll receive an email asking them to confirm

The new email appears in the list with a "Pending confirmation" status (amber clock icon). Once they confirm, it changes to a green checkmark.

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Confirmation flow

What the recipient sees

The confirmation email contains:

• Your name as the sender
• An explanation of what SendMyVoice is and what they'll receive
• A "Confirm email" button
• A note that the link expires in 48 hours

Confirmation states

Resending the confirmation

If the recipient didn't get the email or the link expired:

1. Open the workflow wizard (or create a new workflow with the same email)
2. Find the pending email in the list
3. Click "Resend confirmation"

You can resend up to 3 times per 24 hours per email address. After that, you'll need to wait before resending.

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What the recipient receives

When you record a voice note with an email workflow, the recipient gets an email like this:

Subject: [SendMyVoice] {Title extracted from your voice note}

Contents (Summary + transcript action):

• Your name as the sender
• Summary — AI-generated overview of what you said
• Transcript — the full cleaned-up text

Contents (Transcript only action):

• Your name as the sender
• Transcript — the full cleaned-up text (no summary section)

Every email includes an unsubscribe link at the bottom.

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Unsubscribing

Recipients can click the unsubscribe link in any voice note email. This:

• Stops all future emails from any of your workflows to that address
• Deactivates all workflows connected to that email
• Is immediate and permanent (until the email is re-added and re-confirmed)

As the sender, you'll see the workflow as inactive. You can remove the unsubscribed email and add it again if needed — but the recipient will need to re-confirm.

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Managing email integrations

Removing an email

In the workflow wizard, click "Remove" on any email (except your own). You'll be asked to confirm.

Removing an email integration:

• Deletes the connection
• Stops all workflows using that email

Your own email (marked with "me") cannot be removed.

Using the same email in multiple workflows

You can create multiple workflows that send to the same email address with different action types. For example:

• "Meeting Notes" → Summary + transcript to your own email
• "Quick Memos" → Transcript only to your colleague

Each workflow is independent — they just share the same confirmed email.

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Limits

Each email recipient counts as one integration. Your own email also counts. On the Free plan with 2 integrations, you could have:

• 1 Notion workspace + 1 email recipient
• 2 email recipients
• 1 Notion workspace + your own email

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Troubleshooting

"Email integration not confirmed"

The recipient hasn't clicked the confirmation link. Possible causes:

• Email went to spam — ask them to check
• Link expired (48 hours) — resend the confirmation
• Wrong email address — remove and re-add with the correct address

"Rate limited"

You've sent too many confirmation emails (max 3 per 24 hours). Wait and try again later.

Recipient says they didn't get the email

1. Ask them to check their spam/junk folder
2. Make sure the email address is correct
3. Resend the confirmation from the workflow wizard
4. The sender address is [email protected] — they can whitelist it

Workflow shows "Pending" badge

The email integration connected to this workflow hasn't been confirmed yet. The workflow exists but won't deliver voice notes until the recipient confirms. Recording is still allowed, but processing will fail at the delivery step.